Academic Code

Academic Code 2015-2016

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THE EPISCOPAL THEOLOGICAL SEMINARY OF THE SOUTHWEST ACADEMIC CODE, SEPTEMBER, 2015 Table of Contents I. Introduction, Purpose, Student Classification 2 II. Academic Requirements 2-10 A. Registration 2-3 B. Add/Drop Dates for Fall & Spring Term 3 Add/Drop Dates for January & Summer Term 3 C. Withdrawing 4 D. Grades 4-5 E. Due Date Guidelines 5 F. Grade Reports 6 G. Academic Probation 6 H. Equivalence for Required Courses 6 I. Requirements for Graduation 6-7 J. Time Table for Degree Completion 7-8 K. Transfer Credits 8 L. Independent Directed Study Course 8-9 M. Student Led Colloquy Course 9-10 N. Auxiliary Courses - MAC/MCPC 10 O. Master of Arts in Religion Students 10 III. Classroom Requirements 10-12 A. Assignments 10-11 B. Lectures, Papers and Tapes 11 C. Examinations and Other Written Work 11-12 IV. Changes in Program 12-13 V. Evaluations 13-18 A. Student Evaluation Procedure (MDIV) 13-17 B. Student Evaluation Procedure (DAS) 17 C. Student Evaluation Procedure (MAR) 18 D. Course Evaluation Procedure 18-19 VI. Policies 20-33 1) Academic Honesty Policy 20-21 2) Students' Rights and Responsibilities Policy 21 3) Student Academic Grievance Policy 22-24 4) Disability Policy 24 5) Academic Freedom Policy 24-26 6) Intellectual Property Rights Policy 26-27 7) Satisfactory Progress and Financial Aid Policy 27-31 8) Credit Hour Policy 31 9) Attendance Policy 31 10) Transfer Credit Policy 32 11) Theological Field Education Policy 32-33 2

THE EPISCOPAL THEOLOGICAL SEMINARY OF THE SOUTHWEST AUSTIN, TEXAS ACADEMIC CODE September 2015 Mission Statement: Seminary of the Southwest forms men and women for the service of Christ in lay or ordained ministry within the church and the larger society. I. Introduction A. Purpose The Academic Code is designed to order the academic life of the community. The academic activities of instructors and students are governed by the Code. In cases when the Code seems inappropriate, a petition requesting an adjustment may be submitted to the Academic Affairs Committee. B. Student Classification 1. Regular Students Degree and Diploma Candidates. 2. Special Students - Students registered for course credits but who are not Degree or Diploma Candidates. 3. Auditors - Students who do not seek academic credit or evaluation. Changes in student classification are subject to faculty approval, through the Academic Affairs committee, and shall normally take effect in the semester immediately following the one in which they are approved. However, changes from Regular to Special student status may take effect immediately if the request is submitted to the Registrar prior to the date designated as the deadline for adding and dropping courses. II. Academic Requirements A. Registration 1. All students are expected to follow the prescribed program of study for which they are registered. Prior to registration students shall consult with their faculty advisors to discuss course registrations for the following semester to assure that degree requirements are being met. Students who depart from the prescribed order for taking required courses should be warned that scheduling difficulties may develop. 2. Those unable to register on scheduled registration days should request postponement from the Academic Dean or the Registrar. A $35.00 penalty will be levied on all unsanctioned late registrations. 3. Anyone who wishes to audit a course must register as follows: obtain written permission from the instructor and the Academic Dean; present the permission form to the Registrar; pay the fee, if any, to the Accounting Office. Full-time students and their spouses may audit courses without charge. All others must pay the fee as stated in the current catalog. [Full-time is 12 hours]. 3

4. For students considering supplemental field education, requests for placements and preregistration must be made at the time of registration. Formal registration will take place when the fieldwork contract has been agreed to by supervisor and student. 5. Failure to register. When a student enrolled in a program fails to register in a given semester, the Registrar will notify her/him that she/he must indicate an intention either to take a leave of absence or to withdraw from the program. The Registrar s notification will advise the student of the requirement, in the case of a leave of absence, to notify the seminary each semester of her/his intention to remain on leave, and or the requirement to reapply, in the case of withdrawal, for readmission. Failure to reply to the Registrar s notification is, in effect, a withdrawal, and the Academic Dean may then charge the Registrar to close the student's file. 6. Indication by students on leave of absence to remain enrolled. Students on leave of absence must notify the Academic Dean, copied to the Registrar, each semester of their intention to remain enrolled. Failing such notification, the Academic Dean may then charge the Registrar to close the student's file at the end of the semester in question. 7. Time limit for leave of absence. A leave of absence is granted for no more than two consecutive semesters. A student may appeal to the Academic Affairs committee for an extension beyond that time, no later than 30 days prior to the beginning of the semester in which the extension is to begin. Failure to secure permission for a leave of absence will result in the student having to apply for readmission to the seminary. B. Add/Drop Dates 1. Fall & Spring Term Students may add a course until no later than the sixth day following the first class session of the course. They may drop the course or change from credit to audit status or vice versa, until no later than the sixth day following the first class session. Students who wish to make any of these changes after the deadlines may do so only with the permission of the Academic Dean in consultation with the instructor. 2. January & Summer Term The deadline for adding or dropping a course is no later than the third day following the first class session of a course. Students who wish to make any of these changes after the deadline may do so only with the permission of the Academic Dean, in consultation with the instructor. For students in the Center programs, the deadline for making any changes mentioned is no later than the third day following the first class session of a course. Students who wish to make any of these changes after the deadlines in any semester or term may do so only with the permission of the Academic Dean, in consultation with the instructor. C. Withdrawing 1. A student planning on withdrawing from a course after the add/drop period must contact the Registrar s office in writing. This can be via hand-delivery, email, or U.S. mail. The Tuition Refund Policy and the Return of Title IV Funds Policy will be applied. 4

2. Students wishing to withdraw from the institution must contact the Registrar s office in writing. This can be via hand-delivery, email, or U.S. mail. If the student applies for readmission, the reasons for withdrawal will be taken into account. If a student who withdrew while on probation applies for readmission, the Academic Affairs Committee will consider the case. D. Grades All students will be graded under the letter grade system. Grade point averages are computed in order to track satisfactory academic progress. Some courses will be graded satisfactory/unsatisfactory. These courses are designated in the course listings of the Southwest catalog as satisfactory/unsatisfactory only. 1. Letter Grading System A Outstanding in all respects A- Outstanding in most respects B+ Proficient in all respects with some elements achieving a higher quality B Proficient in all respects B- Proficient in some respects but with some clear weaknesses C+ Showing development but lacking proficiency C Showing a basic level of development sufficient to pass a course but not sufficient to display proficiency in a program F Beginning level work that does not display sufficient knowledge to pass the course or assignment. No credit shall be given for a grade of F. A grade of F remains on a student s permanent record. If a grade of F is incurred in a required course, the course must be retaken. (See section J for special circumstances.) AU Audit: course not taken for credit Please note that, while grading is not calculated on the basis of a bell curve, the faculty are committed to using the full range of letter grades, evaluating according to the quality of an individual s work. All professors provide criteria for evaluation on their course syllabi. 2. Pass/Fail System H (Honors) shall be given for work of extraordinary excellence. S (Satisfactory) shall designate work that satisfactorily meets or exceeds the expectations set for the task. U (Unsatisfactory) shall designate failure, and no credit shall be given for the course. In no case may a grade of U be changed or deleted from a student s permanent record. If a grade of U is incurred in a required course, the course must be retaken. (See section J for special circumstances.) 3. Other Symbols W WP/WF If a student withdraws after the add/drop deadline, but the professor/instructor is unable to evaluate the student s performance, a grade of W shall be given. If a student withdraws after the add/drop deadline, but is doing passing work, the grade WP shall be given; otherwise such late withdrawal shall result in a grade of WF being given. 5

I IP (Incomplete) is a temporary grade, prearranged between the instructor, the student, and the student s advisor, in cases of excusable failure to complete the work of a course. In order to change the grade, the course requirements must be acceptably completed within the Due Date Guidelines stated below. In the event the conditions for changing the grade are not met, the course grade will automatically become a F. (In Progress) will be given when a grade and credit for this course has not yet been assigned or the course is continuing into the next semester, with neither grade nor credit being given until the latter semester is completed. E. Due Date Guidelines For an I received in the fall or spring semester, the instructor will set the due date for re-submission of conditional work, and submission of incomplete work to be no later than the second Friday of the following Fall or Spring Term. For an I received in the spring semester for a student who is graduating, the instructor will set the due date for re-submission of conditional work and submission of incomplete work to be no later than the Friday before graduation. For an I received in a Summer or January term, the due date may not be more than thirty days into the following full semester. For an I received in Field Education, whether in a semester or a term, a longer period than stated above may be allowed because of the unusual nature of such courses. Work is to be evaluated by the instructor and grades are to be submitted to the Registrar within two weeks of the instructor s receipt of the work. The deadlines set in syllabi and the Academic Code are to be maintained, the consequence of noncompliance being an unsatisfactory mark (F). This standard may be negotiated as provided for in Academic Code, thus setting a new deadline. An F given for a course on the basis of failure to meet a revised due date stands on the transcript. An F may not be removed from a student s transcript, except in the event of a successful appeal against the grade having been made according to the procedures on p. 22-24 of the Academic Code. If, with the instructor s permission, a student offers acceptable remedial work after the deadline, a passing mark may also be recorded for the course but without credit at whatever time the late submission is accepted. 6

F. Grade Reports Grade reports from Instructors are normally due within two weeks of the end of the course. For work in field education, practicum courses, or January Term courses, the deadline may be extended beyond two weeks, to four to six weeks. Within one week after grades are received from instructors, the Registrar s office, or instructors will input grades into the online registration system for student s viewing. G. Academic Probation Students whose cumulative GPA falls below a 2.50 will be placed on academic probation and their status will be reviewed at the end of the following semester. Students whose cumulative GPA remains below a 2.50 in the following semester will be dismissed as a student registered for credit. Students who have lost their status as outlined above, may appeal their case to the faculty in writing and may be restored by a two-thirds vote of the faculty. H. Equivalence for Required Courses In the event that students desire to take a required course at another academic institution, they may petition the faculty for permission to substitute an equivalent course after consultation with the instructor of the required course. The following procedure shall be observed: 1. The student, in consultation with the instructor of the required course, shall determine an equivalent course to be offered in its place. In some cases more than one course may be required to achieve a satisfactory equivalence. Such courses shall be formal classroom offerings of other accredited institutions. Independent study projects will not be considered. 2. When an equivalent offering has been decided upon, the student shall submit a written application, endorsed by the instructor of the required course, to the Academic Affairs Committee for consideration. The student shall be responsible for supplying such information as the Committee shall deem necessary for making its decision. 3. In the case of students in the Master of Divinity program who are members of denominations other than the Episcopal Church, modifications to the MDiv curriculum, which are appropriate or necessary to fulfill denominational requirements of the student's sponsoring denomination, may be made in consultation with the Academic Dean. Episcopal students who are not ordination-track may also consult with the Academic Dean regarding modifications to the MDiv curriculum. When a student fails a required course, and the student and the instructor agree that it is clear that no substantial benefit is to be derived from retaking the course, the student may petition the faculty for permission to substitute an equivalent course. In such cases, the procedure outlined in II. H. shall be followed. A student having failed a required course twice shall not be eligible to repeat it a third time. I. Requirements for Graduation 7

1. Reference should be made to the catalog for graduation requirements for the degree of Master of Divinity (MDiv), the degree of Master of Arts in Religion (MAR), the degree of Master of Arts in Counseling (MAC), the degree of Master of Arts in Chaplaincy and Pastoral Care (MCPC) the degree of Master of Arts in Spiritual Formation (MSF); the Diploma in Anglican Studies (DAS); and the Diploma in Theological Studies (DTS). 2. Candidates for the MDiv and the MAR must be enrolled as full-time students during the two consecutive semesters immediately preceding graduation. Exceptions include four year students; and students matriculating with more than 12 hours of transfer credit. Where extenuating circumstances exist, a student may request relaxation of this requirement by application in writing to the Academic Dean. A student may be permitted by vote of the Academic Affairs Committee to complete in absentia a maximum of six credits, including no more than one required course. Such work must be completed at an accredited institution and in a course of study approved by the faculty. 3. Determination of graduation requirements for students requesting readmission shall be made as follows: a. The number of credits required for graduation shall be that of the catalog in effect at the time the student withdrew from the seminary. b. Course requirements and other prerequisites for graduation which were in effect at the time the student withdrew shall remain in effect only where they continue to be required in the catalog under which the student is readmitted. c. Required courses and other prerequisites which were added in catalogs subsequent to the one in effect at the time the student withdrew from the seminary shall not be required. d. The faculty may impose additional requirements to insure that deficiencies do not occur as a result of the deletion of required courses or of changes in their content. 4. The Board of Trustees awards degrees during its May meeting each year. MAC and MCPC degrees are also awarded by the Board of Trustees during their October and February meetings. Degrees and diplomas are conferred during formal commencement services each May. J. Timetables for Degree Completion The following are the maximum times allowable under which a full-time student may receive the degree or diploma for the program in which he or she is enrolled: Master of Divinity: 4 years Master of Arts in Religion: 3 years Diploma in Anglican Studies: Normally 1 year Diploma in Theological Studies: 3 years Master of Arts in Counseling, Master of Arts in Chaplaincy and Pastoral Care, and Master of Arts in Spiritual Formation (see below); full-time is considered 12 or more hours; parttime is less than 12 hours. Leave of absences are not included in the timetable for degree completion. 8

In cases where circumstances beyond a student s control make completion of a program impossible within these times, an extension may be requested through petition to the Academic Affairs Committee. The maximum times during which a part-time student must earn his or her degree or diploma are as follows: Master of Divinity: 7 years Master of Arts in Religion: 5 years Diploma in Anglican Studies: Part-time students are not admitted to this program Diploma in Theological Studies: 3 years Master of Arts in Counseling, Master of Arts in Chaplaincy and Pastoral Care and Master of Arts in Spiritual Formation: Because of the nature of this program, there are no fixed limits. However, students requiring more than six years to complete their degrees will be assessed by the Academic Dean as to the currency of their studies. If remediation is necessary, such will become a required part of their degree program. K. Transfer Credits (see Transfer Credit Policy in the policy section of Academic Code) L. Independent Directed Study Course MDiv, MAR, DAS, DTS, Special An Independent Directed Study (IDS) is a course requested by the student for individual study and is not listed in the regular curriculum. An IDS is supervised by full-time faculty members only and normally consists of no more than two students. Proposals must be presented for approval to the Academic Affairs Committee before the registration date during the semester preceding the projected course of study. Please check with the Registrar s office regarding the date the proposal must be submitted prior to the committee meeting. An IDS serves one of two purposes: 1. to allow for study of a topic that is of special interest but provision for which is not made in another course. Topics covered in existing electives, therefore, are not eligible for an IDS. 2. to allow students to meet their degree requirements in the case of irresolvable schedule conflicts. In all such instances, however, an attempt will first be made to find an equivalent course through Austin Presbyterian Theological Seminary (APTS.) IDS courses are assigned three credits. Students may take a maximum of 1 Independent Directed Studies or 1 Student Led Colloquy during the course of their degree. This limit does not apply to Independent Directed Studies taken to resolve schedule conflicts. An IDS course cannot be substituted for a required course except in the case of irresolvable schedule conflicts. 9

Forms are available in the Registrar s office. Procedure for Course Proposals 1. Your choice of faculty supervisor must be approved by both the faculty member and the Academic Dean prior to the submission of your proposal. 2. Complete the application form in full (including all signatures) and submit it to the Registrar for presentation to the Academic Affairs Committee. 3. The Academic Affairs Committee may approve the application as submitted or return it for revision and re-submission. 4. Once an application is approved, a copy will be delivered to the Registrar who will notify the student of the committee s decision, including any specific recommendations. 5. The approved application will be returned to the Registrar and kept on file until the final grade is submitted. 6. No applications will be considered after the end of the semester preceding the semester of the proposed course of study. General Rules for Course Proposals 1. The bibliography (and/or list of resources) must cover sufficiently all aspects of the stated goals of the course. The bibliography on the course proposal can be augmented or revised as the course proceeds, but enough resources to sustain the inquiry must be identified at the outset. 2. There must be accountability for the progress of the course over its designated time period. There can be great variability in this factor, depending on the nature of the investigation and the length of time involved. For example, in the case of a semester-long course annotated bibliographies or short research reports might be due periodically. Or, if the outcome of the course is to be a term paper, rough drafts or sections or chapters might be due on particular dates. The objective is to avoid postponing all requirements to the end of the course. 3. The number of contact hours between student and faculty supervisor must be adequate to realize the stated goals and to carry out the proposed process of evaluation. There must be a minimum of 14 contact hours with the faculty supervisor and an expectation of at least 112 hours of outside work for the student for the length of the semester, or a minimum of 14 weeks. (Credit Hour Policy, revised 11-19-14) M. Student Led Colloquy Course MDiv, MAR, DAS, DTS, Special A Student Led Colloquy (SLC) is one proposed by the student and is not a course listed in the regular curriculum. When the idea of a colloquy is in the beginning phase, being discussed and developed by one or two students, she/he or they will approach a supervising faculty member to solicit his or her support prior to gathering a group of interested students as potential participants. A Student Led Colloquy is supervised by full-time faculty members and no more than three (3) to eight (8) students can be in a colloquy in any semester. Students may take a maximum of 1 Independent Directed Study or 1Student Led Colloquy during the course of their degree. This limit does not apply to Independent Directed Studies taken to resolve schedule conflicts. 10

Proposals must be presented for approval to the Academic Affairs Committee before the registration date during the semester preceding the projected course of study. Please check with the Registrar s office regarding the date the proposal must be submitted prior to the committee meeting. Procedure for Course Proposals 1. Your choice of faculty supervisor must be approved by both the faculty member and the Academic Dean prior to the submission of your proposal. 2. Complete the application form in full (including all signatures) and submit it to the Registrar for presentation to the Academic Affairs Committee. 3. The Academic Affairs Committee may approve the application as submitted or return it for revision and re-submission. 4. Once an application is approved, a copy will be delivered to the Registrar who will notify the student of the committee s decision, including any specific recommendations. 5. The approved application will be returned to the Registrar and kept on file until the final grade is submitted. 6. No applications will be considered after the end of the semester preceding the semester of the proposed course of study. General Rules for Course Proposals 1. The bibliography (and/or list of resources) must cover sufficiently all aspects of the stated goals of the course. The bibliography on the course proposal can be augmented or revised as the course proceeds, but enough resources to sustain the inquiry must be identified at the outset. 2. There must be accountability for the progress of the course over its designated time period. There can be great variability in this factor, depending on the nature of the investigation and the length of time involved. For example, in the case of a semester-long course annotated bibliographies or short research reports might be due periodically. Or, if the outcome of the course is to be a term paper, rough drafts or sections or chapters might be due on particular dates. The objective is to avoid postponing all requirements to the end of the course. 3. The number of contact hours between student and faculty supervisor must be adequate to realize the stated goals and to carry out the proposed process of evaluation. There must be a minimum of 14 contact hours with the faculty supervisor and an expectation of at least 112 hours of outside work for the student for the length of the semester, or a minimum of 14 weeks. (Credit Hour Policy, revised 11-19-14) N. Auxiliary Courses - MAC/MCPC An Auxiliary Course (AUX) is one proposed from the regular approved curriculum but offered at an unscheduled time. It must first be screened by the Academic Dean to verify unusual need. (An example is a course not offered for several semesters but needed by the student to graduate in a timely way.) If the Academic Dean determines the course is needed, it may be arranged by the Academic Dean and the student without committee approval for each individual situation. O. Master of Arts in Religion Students Master of Arts in Religion students are governed by Academic Code and the MAR Handbook, which is given to each student at the beginning of their matriculation. 11

III. Classroom Requirements A. Assignments 1. During the first week of the term the instructor of each course will provide a syllabus for the course that sets forth its scope, aims, and major assignments. 2. Instructors may grant extensions beyond the due date for any assignment, provided that there is good reason for postponement and that the request is made 24 hours before the original deadline. 3. In accord with the same procedure, instructors may also for weighty cause grant extensions beyond the All Papers Due date in the official calendar, setting a new date in accordance with the Due Date Guidelines stated in section II.D. Students may appeal an instructor s denial of their requests for such extensions to the faculty as a whole through the Academic Affairs Committee. 4. All tests and papers are to be promptly evaluated and returned to students, normally within two weeks for work done during the semester and within one month for final exams or papers. (If this norm has to be modified, students should be advised in advance by the instructor.) The evaluation of work done for academic credit shall include both a grade and explanatory comments, and the instructor shall either provide these comments in written form or make appointments with students to deliver them orally. 5. Students may request and obtain an interview with their instructors to discuss evaluation of their performance on any assignment. B. Lectures, Papers and Tapes 1. Classroom lectures may only be recorded with the permission of the instructor. Foreign students and those with diagnosed learning handicaps will be granted permission to record lectures subject to conditions placed on the use of the recording by the instructor. 2. Extramural use of recordings, verbatim reports, Podcasts, seminary lectures and written material submitted by students depends on permission being granted by the author or speaker. 3. Visitors to classes are welcome but should be approved by the professor after previous consultation by the student wishing to bring a guest to a lecture. C. Examinations and Other Written Work 1. Instructors shall be responsible for the conduct of examinations in their respective classes. The following points must be kept in mind with regard to examinations: a. During an examination, there is to be no consultation with anyone and no reference to any books or notes, unless explicitly authorized. b. So-called "open-book examinations" allow reference to bibliographical resources and to one's own notes but do not permit consultation with others or their notes. c. When mutual assistance is authorized, it is for research, study and assigned joint projects. Examinations and assignments submitted over one's own name should represent one's own knowledge and thoughts. 2. Students whose first language is other than English or who have diagnosed reading or writing disabilities may be examined in alternate ways. a. In most of the seminary s courses English is the language of instruction and of students written work. Students who are not native speakers of English, or who have not been educated in English, are therefore required to show competence in English before being 12

IV. Changes in Program admitted, and are expected to do work in English from the time they enroll. The following provisions are made to assist such students in their transition to English. 1. During their first semester, students have the option of completing all written work in their native language or previous language of instruction. Those who wish to exercise this option must confer with their instructor(s) at least one week in advance to make any arrangements that may be necessary. 2. The procedure is as follows: When this option is invoked, students will complete in-class examinations in their own language during the regularly allotted time, or they will turn in written assignments in their own language by the regular due date. The instructor may then read the paper in the original language (if he or she is able); or the paper may be given to a competent translator to produce an English version for the instructor to read; or the instructor may allow the student additional time to read; or the instructor may allow the student additional time to produce an English translation of his or her own work, to be submitted along with the original paper, on the condition that the translation must faithfully represent the original composition rather than any second thoughts on the student s part. 3. After the first semester, students may choose, in prior consultation with the instructors, to exercise this option with regard to examinations which require essays to be written within a time limit. After the first semester, students may also occasionally prepare other written work in their own language for instructors who are capable of reading it, with the prior consent of the instructor. b. The provisions of this policy may be applied in reverse in the case of courses taken in Spanish by students whose native language is English. Here the term first semester in paragraph 2.a.1. will refer to the first semester in which study in Spanish is attempted. c. Students who establish that they have reading and writing disabilities may petition their instructors for permission to demonstrate grasp of the course material by alternative ways of examination or evaluation. The instructors will devise in consultation with the student an alternative method of evaluation that will take into account the student s disability. d. Students who are visually or hearing impaired may be given an alternative, equivalent examination or written assignment after consultation with the instructor. A. If a Special or Diploma Student wishes to enter any degree program, he or she shall apply to the Vice President of Enrollment Management. The Vice President of Enrollment Management will insure that all admission requirements for the requested degree program are met. Documents submitted or steps taken in connection with admission as a special student may be used to meet admission requirements for a degree program. B. If a student in any degree or diploma program wishes to transfer to another degree or diploma program, he or she should first obtain the written endorsement of his or her faculty advisor, and then submit a copy of this endorsement along with a written request for approval of the transfer to the Academic Affairs Committee. The Registrar will notify the student of the Committee s decision. The student may appeal an unfavorable decision to the Faculty, to be considered at its next regularly scheduled business meeting. 13

C. Conditions: 1. Requests for a change in program will be considered only if the student is in good standing academically, and if the student has met all financial obligations. 2. Any change of program must be completed soon enough to satisfy any time requirements that may apply in the program to which the student is transferring. 3. For students who wish to transfer from any degree program to the Master of Divinity program who are not postulants, the following conditions apply: a. The Academic Dean will ensure that all admissions requirements for the Non-Postulant Policy are met. Once the requirements are met, the Academic Dean will communicate this to the student and Registrar. D. Application of the Master of Arts in Religion Degree toward the Master of Divinity Degree: 1. Persons who have been awarded the seminary s MAR degree and who wish to apply those credits toward the MDiv degree may do so under the following conditions: a. Application must be made within five years of receipt of the MAR degree. b. A minimum of an additional year of full time work must be completed in residence. c. All requirements for the MDiv in effect at the time of MDiv matriculation shall apply. d. The MAR degree shall be surrendered prior to the award of the MDiv degree. All transfers to any program will only take place prior to the beginning of the fall or spring semester. V. Evaluations A. The Evaluation Process for Master of Divinity Students Approved by the Faculty, May 2009 Overview Students working toward a Master of Divinity degree at Seminary of the Southwest are engaged in a simultaneous process of education and formation. For example, students learn about theology, Scripture, history and liturgy. At the same time, they are developing their identity and gifts as ministers and leaders in the Church. This evaluation process is designed to help students participate most fully in both processes and through reflection and conversation with the faculty grow in clarity and competence in their vocations. Through this process, we hope that: (1) Students have a way to engage in critical self reflection that allows them to build on their gifts and strengths and develop their ministerial identity and competency within a supportive community over the three-year curriculum; (2) Students receive specific helpful information about themselves, the practice of ministry and the work of the Church; (3) Bishops and diocesan committees (or other appropriate judicatories) receive information about students that is honest, relevant and aimed at building on gifts and strengths while recognizing that formation is a process that happens over time; 14

(4) Learning from struggle, mistakes, gaps and dissonance is affirmed as an essential part of the process of formation and education; (5) Students develop habits that will encourage patterns of self-reflection and growth as well as collaboration and accountability within communities of faith; (6) Our faculty-student advising system is enhanced; (7) The academic, communal and informal aspects of our curriculum are better integrated; (8) The culture of the seminary as a community benefits from the practice of good communication, transparency, accountability and mutual regard and trust. We seek a process that is characterized by: a. Transparency: The process is clear, communicated well to students and consistently followed and supported by faculty. Communication should be honest, respectful and timely. b. Participation: Students and faculty, with the help of staff, site supervisors and others involved in the formation process, have particular roles and responsibilities. Each participant is expected to be responsible for his/her actions and to take appropriate initiative. c. Collegiality: Although faculty and students are not peers, we are engaged in a common endeavor of serving the Church. Students appreciate the role and responsibilities, perspectives and concerns of the faculty. Likewise, the members of the faculty attend to the different learning needs, styles and situations of students. d. Respect: Respect for one another takes into account our differences while recognizing the asymmetrical relationship of faculty to student in terms of power and authority. e. Accountability: We are mutually answerable to one another; roles and responsibilities differ but we recognize that our behavior affects each other and the community. f. Coherence: The process is built upon an understanding of the interrelationship of academics, the practice of ministry, and vocational development as well as the exigencies of education, learning and formation. Overview of the three-year program: Every M.Div. student participates in an annual review process, juniors in April, middlers in February and seniors in November, all following a common format. However, the Canons of the Episcopal Church require the Seminary to give annual reports for postulants and candidates for Holy Orders (Canon III.8.5.j), although the format for these reports is only broadly specified. The Seminary s format for making these reports include: a junior report specifying that the student is making academic and personal progress toward ordination; a middler report that elaborates on the student s progress and a senior report that (1) specifies the faculty s affirmation that the student is academically and personally qualified and recommended for ordination; and (2) provides a summary of the student s progress and particular strengths and gifts for ministry. The Seminary, through the Academic Dean in consultation with the student s advisor or the faculty as a whole, may give interim reports regarding individual students to accommodate ordination time lines or when a particular problem or concern arises. 15

Episcopal students who do not have ecclesiastical standing in the Episcopal Church (i.e. are not postulants or candidates) participate in the evaluation process and receive annual reports for the same purpose of vocational development and consultation as do students in the ordination process. However, these reports do not constitute nor should students construe them as an endorsement of a desire for or pursuit of ordination. What informs the evaluation process? Whatever contributes to the formation process for a student is also part of the evaluation process. As students write self-evaluations and faculty develop evaluation documents, the following are considered: classroom activities and formal academic endeavors; conversations with texts, peers and teachers; participation in chapel and worship planning; field education; clinical pastoral education; class and community membership and participation; work study; management of fiscal responsibilities; and involvement in communities other than the seminary. How a student conducts him or herself in informal and professional settings and in relationships with peers, faculty, administrators, staff, off-campus supervisors (lay and ordained), and visitors to our school gives evidence of one s vocational development. Master of Divinity Evaluation Format Each year Divinity Evaluation will attend to these areas of education and formation: 1. The student as a person of faith: For example, does the student demonstrate maturity of faith? How does the student understand him/her self as a Christian? Does this person regularly participate in worship and engage in spiritual practices of prayer, service or the reading of Scripture? 2. The student as person: What qualities of character will this person bring to ministry? This can include things like emotional maturity and stability, integrity, self-awareness as to strengths and weaknesses, patterns of handling stress or conflict, the ability to ask for help, appropriate boundaries, the ability to establish and maintain relationships within different contexts, or a sense of humor. 3. The student as learner: Can this person learn with and from others, from experience and from various kinds of texts? Does the student exhibit critical thinking skills, be imaginative or creative, and understand and be able to communicate the Christian tradition? How does the student engage the academic and experiential aspects of the M.Div. program? 4. The student as minister: Does the student possess the gifts, strengths and abilities necessary to function in ministry (lay or ordained) for the whole Church and within particular faith communities? Does this student exhibit clarity of role and identity? For example, does this student understand what it means to be a priest in the Episcopal Church or to be a lay ministry professional such as a teacher or chaplain? How does this person function as a pastor, exercise leadership and act within the professional demands of ministry? General questions: What are the gifts and strengths that this person brings to ministry as evidenced in his/her participation in the life of the community, academics, contextual education and personal life? What challenges (e.g., academic, personal, relational, spiritual, ministerial) has the student faced in seminary and how is the student meeting the challenge? 16

Faculty commendations and recommendations will address particular abilities (academic excellence, pastoral insight, demonstrated leadership abilities, etc.) and/or areas of learning or development that would benefit from attention. (For seniors this will include suggestions for the transition period from seminary to active ministry.) Junior year: Process: The junior evaluation process should establish patterns in terms of student/advisor relationship, communication and timeliness and present students with a framework for understanding the evaluation process. Fall semester: Over the course of the fall semester, the student and advisor meet to (a) monitor academic progress and the student s transition to seminary; and (b) go over the evaluation format and process for the spring. Spring semester: March: The student writes a self-evaluation following the above format and discusses it with the advisor. At the April FAC meeting, the faculty reviews the self-evaluations. Each is addressed individually in the faculty meeting. The student then receives feedback from the faculty through the advisor. The faculty response may affirm the student s sense of progress and self-perceptions but may also bring up perceptions, questions, suggestions or concerns that the faculty believes the student would benefit from addressing. The emphasis here is on how the student can be intentional about using the rest of seminary to build on gifts and strengths by developing habits of reflection and practice as well as to work on meeting the challenges of the program. The aim of this process is to be supportive of students growth and formation. However, on occasion, a student s behavior is problematic for that student s participation in the educational process or community life. It is the responsibility of the faculty to identify problematic areas that require attention for the student s course of study and preparation for ministry to be successful. Middler year: Process: The middler year is often a tense and stressful time for students, as they engage in academic pursuits as well as meet the demands of field education and community life. The scheduling of the middler evaluation in the spring semester can add to the stress. Advisors are available to help students navigate this year, understanding that growth and development is rarely achieved evenly or without some difficulty. Fall: Students discuss with their advisor their plans for the year, how they are going to build on what they have learned about themselves and the nature of ministry through the first year of seminary and clinical pastoral education. Spring: In early February, the student and advisor meet to review the process and form to be used for the formal middler evaluation. (For ordination track students, this is sent to the Bishop/diocese.) Students and advisors may approach this in a number of ways, but it is advisable that the student and advisor share their reflections on the components of the evaluation; then the advisor drafts the narrative evaluation that will be shared with the faculty. This is the time for the student and advisor to share their respective views of what the evaluation should include. Advisors are responsible for the narrative evaluation that is considered and approved by the faculty. It may incorporate student perceptions as appropriate; however, the advisor, on behalf of the faculty, is responsible for the final official version. After the February FAC meeting and approval of the evaluation, the advisor meets with the student to review the final document. Senior year: 17

Process: For the advisor, the task of the senior year is less around producing a document for the student or a judicatory and more about journeying with students as they bring their seminary process to a close and transition into ministry. Fall: Students focus on how they want to use their senior year experiences to further their formation process and vocational development, building on the middler evaluation. (Normally, the formal faculty evaluation of ordination track students is done in November or as needed for early ordinations, etc. This evaluation states: The faculty find this person to be academically and personally qualified for ordination. ) Spring: The focus this semester is to support students as they bring their seminary education to a close and begin the transition into the next phase of their lives and ministry. Just prior to graduation, the faculty reviews the academic work of seniors in order to certify them for graduation. Master of Divinity Evaluation Format for Juniors Each section should address what has been most significant for you. The questions are offered as starting points for your reflection. Each section should be no longer than 250 words or half a page single spaced. This document is shared only with the advisor and faculty as a working document. 1. The student as a person of faith: How do you understand yourself as a Christian and a person in ministry? What are your personal and corporate practices of faith? How has being in seminary affected your faith and growth in the life of the Spirit? What has been helpful or what has been difficult or seemed like an obstacle? 2. The student as person: What has adjusting to seminary been like for you? What have you discovered about yourself that is new or how have you seen what you know about yourself at work? What have been the personal challenges or difficulties and how have you been meeting them? 3. The student as learner: What has been your experience as a student? How have you participated in academics? Has it been easy or hard? In particular, what has been exciting and enjoyable? What has been a challenge and how are you meeting that challenge? 4. The student as minister: What gifts and strengths that you bring to ministry have you either discovered or found affirmed through your participation in the life of the community or academics? How do you plan to work on developing these qualities through the rest of your M. Div. program? Likewise, what are your identified areas for growth? Once you have finished your narrative: Provide your advisor with a copy Have a discussion with your advisor about it: What do you think it is important for the faculty to know about your life as a student and member of the community? What kind of feedback from the faculty s discussion of your progress are you particularly interested in receiving? B. Student Evaluation Procedure (DAS) In the Fall semester, DAS students will receive an evaluation at the same FAC meeting wherein MDIV seniors are evaluated. This evaluation will follow the same evaluative criteria as described above for junior MDIVS. 18

In the Spring semester, DAS students will receive an evaluation at the same FAC meeting wherein MDIV juniors are evaluated. This evaluation will follow up on the fall evaluation using the same evaluative criteria as described above for senior MDIVS. While using the MDIV evaluative criteria, the advisor and the FAC will modify its application to the student taking into account the differences between the MDIV and DAS programs. At the request of bishops and standing committees, we will provide the canonical middler narrative evaluation for DAS students. C. The Evaluation Process for Master of Arts in Religion Students Approved by the Faculty, April 2014 MAR Formation Record (Student Evaluation) The MAR Formation Record (FR) is a file, kept by the MAR Director, that tracks a student s progress on all three program goals. The evidence of formation that the student gathers funnels into formation interviews, which then funnel into evaluations by the FAC. For full-time students matriculating in the fall, the Formation Record calendar looks like this: 1 st Year: Fall Research & Writing Class includes a Rule of Life/Self-assessment assignment that treats all three program goals. Goes in the FR. February: Students interview with MAR director and one other faculty member. Student brings work samples showing progress in all three goals, and a brief observation of how they show progress. Observation and all samples go in the FR. Director, in consultation with the other interviewer, writes a brief evaluation of progress toward 3 program goals. Spring FAC meeting (following Academic Affairs s reception of Thesis/Comps Proposal): Director moves the student evaluation. Evaluation goes in the FR. 2 nd Year: September: Students interview with advisor and one other faculty member. Student brings work samples showing progress in all three goals and observation of progress. Observation and all samples go in the FR. Advisor, in consultation with the other interviewer, makes a brief note of the interview. Note goes in the FR. October: Advisor raises any concerns with Academic Affairs or FAC, as appropriate. Spring: Thesis/Comps defense will also include a final interview, although this time the thesis/comps will serve as evidence of formation. This will also be a time to reflect on formation throughout the program. Student should once again prepare a brief observation of formation in the three program goals. Thesis or comps, rubrics, and observations go in FR. Thesis Committee/Comps Examiners write a brief statement evaluating overall formation. Goes in FR. MAR Program Evaluation: The MAR Director stores all Formation Records. When the time comes to assess the degree, the Director, in consultation with the Academic Dean and Assessment and Evaluation Committee, will assemble a Task Force to 19